Offsite Storage Secure Document Storage Protect, manage, and access physical documents and electronic records in a secure storage facility. Introduction Protect Your Records in a Secure Storage Facility Secure document storage in one of Vital Records Control’s offsite records storage facilities keeps your business records, digital files, and data safe with access to your files whenever you need them. icon - systematic storage End-to-End Storage Solutions We provide complete information management services, including physical document storage, electronic records storage, online document storage, paper shredding, and records management software. icon - local National Reach, Local Service With over 116 secure records centers across the U.S., we have a location close to you. Our local account managers are dedicated to providing personalized service and walk you through the records management and storage process. icon - media vaulting Electronic Records and Media Storage For your information not stored on paper documents, we offer offsite storage services for data, media, and tapes in climate-controlled vaults. icon - structure State-of-the-Art Facilities As one of the best physical document storage companies, we ensure our offsite records storage facilities are SSAE-18 validated and meet NARA and PRISM Privacy+ compliance requirements. Streamline Record Storage Procedures Reduce Costs Collapse Eliminate Unnecessary File Boxes Reduce clutter and consolidate file boxes over time for more efficient and accessible storage. Reallocate Office Space Storing records offsite means you can reclaim office space for other purposes. Barcoded Inventory Control Expand RFID identification Our system utilizes RFID technology that makes files easy to track throughout their entire lifecycle. Permanent storage location All records are assigned to a permanent location in our warehouse to ensure they don’t get lost. Local Storage Benefits Expand On-demand services An online records management portal enables quick deliveries and additional services. Onsite viewing rooms Our records centers also allow for secure in-person viewing. Same day deliveries and next-day retrievals Records Management Software Support Combined Shape Order physical or digital document retrievals Combined Shape Convert documents through our digitization services Combined Shape Request shredding services Combined Shape Full visibility into your stored inventory Rigorous Security Measures Consistent Chain of Custody Collapse Secure pickups and retrievals VRC uses a private fleet of secure vehicles for every record retrieval and delivery. GPS tracking All retrievals and deliveries use GPS technology to track them in real time. Authorized Access Expand ID verification Only approved individuals are permitted to access and view your records. Controlled facility entries Our facilities require visitors to provide a government-issued ID, sign a confidentiality agreement, and be escorted by a staff member while inside. Regulatory Compliance Expand Protect information assets Our security measures are designed to protect the confidentiality and integrity of all information assets. Meet federal and state requirements Ensure your documents comply with HIPAA, FACTA, SOX, and more. What Our Clients Say Thousands of companies across the nation trust VRC to store their most valuable physical documents and records. Hear from companies like yours about why we're one of the best records storage companies. Contact VRC Review With well over 100,000 boxes of vital records storage across 11 cities on the east coast, our relationship with our records management vendor is significant. This is by far the best company in the market that I have dealt with. Brent Meadows, Director of Records Services Womble Carlyle Sandridge & Rice, PLLC Review We have been using this company for the storage of a wide variety of business records for more than 10 years. We feel confident in the reliability, safety, security, and efficient services provided to us. Mann+Hummel USA Inc. How It Works Secure Storage, Step-by-Step icon - barcode 1. Pack your records in barcode labeled boxes. icon - storage 2. Boxes are picked up, scanned, and transported to our secure facility. icon - local 3. Your inventory is fed into our web system and assigned a permanent bay location. icon - calendar 4. Schedule retrievals, manage retention schedules, and order services online. icon - organize 5. Your physical box or file is delivered back to you. icon - document scanning 6. Our scan on demand services deliver records to you digitally. icon - shredding 7. Our shredding services securely destroy outdated records. Frequently Asked Questions Do VRC’s document storage services offer online access? Collapse Yes. Secure storage in our offsite storage units doesn't mean sacrificing accessibility. With a few clicks, you have access to your records through an online records management portal. Can record storage services help me reduce costs? Expand They can. Our solutions help you reduce document storage costs and labor with faster records retrievals. You can eliminate unnecessary file boxes and reallocate prime office storage space. How consistent is VRC’s chain of custody for secure document storage? Expand Our end-to-end document security protocols begin with each pickup. We use a private fleet of secure vehicles for every record retrieval and delivery. Our vehicles are radio dispatched, driven by vetted employees, and include automatic locks and GPS tracking. What security measures are in place to protect my documents at your records storage centers? Expand All records storage facility visitors must provide a government-issued ID, sign a confidentiality agreement, and be escorted by a staff member while inside. And, we have rigorous access controls in place, including only one entrance to each facility. What tracking system is in place to ensure my documents don’t get lost? Expand Our barcoded inventory control system utilizes innovative RFID technology to identify and track your information throughout its entire lifecycle. And, your record boxes are assigned a permanent location inside our records center to ensure they don’t get lost. How does records storage improve a business’s regulatory compliance? Expand Every organization has a responsibility to protect the confidentiality, integrity, and accessibility of its information assets. We ensure your confidential documents are stored safely in compliance with federal and state regulations, including HIPAA, FACTA, and SOX. Interested in VRC or the services we provide? Don’t hesitate to reach out so we can learn more about your business. Contact Us
